Administrative Assistant Job at UW–Madison School of Nursing in Madison

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Job Category: University Staff

Employment Type: Regular

Job Profile: Administrative Assistant II

Job Duties

• Provide high-level administrative support to program leadership, contributing to strategic initiatives and day-to-day operations.
• Deliver professional and responsive customer service to faculty, staff, and committee members.
• Assist with faculty calendaring, travel coordination, and general administrative needs.
• Support faculty data management, ensuring accurate and timely documentation.
• Offer administrative support for events and meetings, with limited involvement in event implementation.
• Organize and track multiple ongoing projects, helping ensure deadlines are met and priorities are aligned.
• Provide administrative support to committees and high-level support to program leadership.

This is a fast-paced academic environment and a opportunity to be part of a team that supports impactful work in nursing education and research.

Work Location and Schedule

This position is full-time, 100%. In-person work at a designated campus work location is anticipated. A remote work schedule may be considered for summer (consistent 1 day per week) and occasional remote work requests during the academic year (mid-August to mid-May) based on operational needs and supervisor approval.

Key Job Responsibilities

• Assist with faculty data management and training on faculty databases and related programs as necessary (10%).
• Distribute communications to appropriate entities according to policies and procedures under general supervision (20%).
• Collect, analyze, and prepare various communication materials from established sources using technology mediums (10%).
• Serve as a first point of contact for individuals and groups; provide basic information and route complex inquiries to appropriate entities (10%).
• Schedule logistics and secure resources for meetings, conferences, travel, and work unit operations (40%).
• Provide back-up support to other administrative services team members (5%).
• Maintain established methods and organizational systems for electronic/physical records according to policies (5%).

Department

School of Nursing, Faculty Affairs, Administrative Support.

Compensation

The minimum starting salary for this position is $21 per hour. Actual salary will be negotiated based on experience and qualifications.

This position offers a comprehensive benefits package, including paid time off, health/dental/vision/life insurance, savings accounts, and participation in the Wisconsin Retirement System (WRS) pension fund.

Required Qualifications

• Proficiency in Microsoft Office Suite and other commonly used digital tools; ability to quickly learn new software and systems.
• Strong initiative and sound judgment; ability to solve problems independently and collaboratively.
• Exceptional organizational, communication, and interpersonal skills with attention to detail and ability to manage multiple priorities.
• Commitment to providing excellent service and fostering an inclusive, respectful, and equitable environment.
• Professional and welcoming demeanor with the ability to engage effectively with faculty, staff, students, community members, and prospective employees.
• Ability to work independently while contributing to a team-oriented culture.

Preferred Qualifications

• Experience in a professional office environment, particularly in administrative support roles.
• Familiarity with arranging business travel and coordinating logistics for others.
• Experience processing reimbursements or handling financial transactions in a professional setting.
• Prior experience within the University of Wisconsin System or a similar higher education institution.
• Comfort with or exposure to tools such as Workday, Concur, Microsoft Word/Excel, Adobe Acrobat, Google Drive, Box, Zoom, MS Teams, or similar platforms.

Education

• Required: HS Diploma
• Preferred: Bachelor’s Degree

How to Apply

To begin the application process, click the "Apply" button. Please upload the following documents: Resume and Cover Letter detailing training and experience related to the qualifications.

Additional Information

Contact Information: Samantha Noordhoek, noordhoek@wisc.edu, (608) 262-0051

Institutional Statement on Diversity: Diversity is a source of strength, creativity, and innovation. We value the contributions of each person and commit to an inclusive environment for all.

Equity and Employment: The University of Wisconsin–Madison is an Equal Opportunity Employer. Qualified applicants will receive consideration regardless of race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or veteran status. For more information regarding applicant rights and postings, visit the university website.

Accommodation requests for any step in the hiring process should be directed to the appropriate Disability Representative. Employment may require a criminal background check and references for final candidates.

Seniority level: Entry level

Employment type: Full-time

Job function: Administrative

Industries: Higher Education